DATE: April 4, All TEFAP Agencies. TEFAP Packet

Transcription

1 DATE: April 4, 2018 TO: FROM: RE: All TEFAP Agencies Nancy Flippin TEFAP Packet TEFAP information for the 2 nd quarter of 2018, April through June, can now be downloaded from our website in its entirety. The monthly reports (inventory and individuals/households served) will now be done through the Web Windows Portal. All of the information regarding how to do this reporting was previously sent to you by Luke Allison. A complete copy of this information is available on our website in the 2018 Q2 TEFAP information. All reports are to be completed by the 15 th of each month following your distribution (i.e. April reports are due May 15 and so on). Your Civil Rights poster must be displayed in your pantry. If you do not have one, please let your Zone Coordinator know and they will make sure you receive one. All pantry staff and volunteers need to be aware of Civil Rights requirements and need to have had the Civil Rights Training. You must do this training one (1) time per year. All training and forms can be found on our website. Be sure to fill out the client form in its entirety once per year. Partial addresses are not acceptable. This is required by NCDA. Clients must sign for their TEFAP box/es each time they pick up. Always ask if anything has changed in their household. Client sheets must be stored at your pantry for a time period of FIVE (5) years per NCDA. Freezer/Refrigerator temperatures must also be recorded daily. TEFAP foods are eligible for the client choice program. If you choose to use client choice in your pantry, please advise the clients that they can choose which of the TEFAP items they would like to receive. VERY IMPORTANT: NCDA and MANNA recommend that you use up all of your last quarter items before ordering for the next quarter. When ordering, please do not order more than you need. The goal is to give out all you have by the end of each quarter. Items allocated for this quarter are.. dark red kidney beans, green beans, dry pinto beans, wild frozen blueberries, whole kernel corn, liquid frozen eggs, fig pieces, fish fillets, grape juice, peanut butter, canned pears, dried plums, canned pork, and frozen sliced turkey breast. The entire packet of TEFAP information is available on our website. Please let me know if you are having any troubles accessing the information on line. We will no longer be mailing out these packets. Thank you for all you do! Nancy Flippin

2 MANNA FOODBANK, ASHEVILLE, N.C. April, May, June 2018 TEFAP BALANCED DISTRIBUTION RATES Case lot distribution to agencies based on columns (4) (9) below will help assure that families get full variety and amounts based on N.C.D.A. guidelines. Agencies should distribute to families the full range of items the agency has in stock in the unit amounts per item listed in column (3). A balanced box assures you will run out of all products at the same time. Keep in mind that TEFAP foods are eligible for the client choice program. If you chose to use client choice in your pantry, please advise the clients that they can choose which of the TEFAP items they would like to receive. REVISED 4/4/2018 ITEM PACKAGING UNITS PER FAMILY SIZE 1-3 / 4+ ITEM NUMBER OF FAMILIES AGENCY PLANS TO SERVE (1) (2) (3) (4) (5) (6) (7) (8) (9) BEANS, DARK RED 12/2# 1 / 2 BEANS, DARK RED KIDNEY KIDNEY BEANS, GREEN 24/15 OZ 1 / 2 BEANS, GREEN BEANS, DRY 12/2 # 1 / 2 BEANS, DRY PINTO PINTO BLUBERRIES, WILD 8/3 LB 1 / 2 BLUBERRIES, WILD FRZ FRZ CORN, KERNAL 24/15 OZ 1 / 2 CORN, KERNAL EGGS, LIQ FRZ 12/2 LB 1 / 2 EGGS, LIQ FRZ FIG PIECES 24/1 LB 1 / 2 FIG PIECES FISH AK PICK 20 / 2 LB 1 / 2 FISH AK PICK FILLETS FILLETS FRUIT, MIXED 24 / 15 OZ 1 / 2 FRUIT, MIXED JUICE, GRAPE 8/64 OZ 1 / 2 JUICE, GRAPE PEANUT BUTTER 12/18 OZ 1 / 2 PEANUT BUTTER PEARS, CANNED 24/15 OZ 1 / 2 PEARS, CANNED PLUMS, DRIED 24/1 LB 1 / 2 PLUMS, DRIED PORK, CANNED 24/24 OZ 1 / 2 PORK, CANNED TURKEY BREAST SMK SLC FRZ 20/ 2 LB 1 / 2 TURKEY BREAST SMK SLK FRZ DISTRIBUTE ALL ITEMS FROM LAST QUARTER AT THE RATE OF 1 FOR HOUSEHOLDS OF 1 3 AND 2 FOR HOUSEHOLDS OF 4 OR MORE OR MAKE ALL BOXES THE SAME (one item per box) EXCEPT FOR APPLESAUCE WHICH IS 4/8 PER HOUSEHOLD. TO BE ABLE TO ORDER 144 YOU MUST BE THE ONLY TEFAP DISTRIBUTION SITE IN YOUR COUNTY. ***IF YOU WANT TO SERVE MORE CLIENTS YOU CAN PREPARE ALL BOXES USING THE 1-3 FAMILY SIZE REGARDLESS AS TO HOW MANY ARE IN THE FAMILY BUT YOU MUST STAY CONSISTENT WITH THIS DISTRIBUTION RATE THROUGH-OUT THE QUARTER. The U.S. Department of Agriculture (USDA) prohibits discrimination against its customers, employees, and applicants for employment on the bases of race, color, national origin, age, disability, sex, gender identity, religion, reprisal, and where applicable, political beliefs, marital status, familial or parental status, sexual orientation, or if all or part of an individual's income is derived from any public assistance program, or protected genetic information in employment or in any program or activity conducted or funded by the Department. (Not all prohibited bases will apply to all programs and/or employment activities. If you wish to file a Civil Rights program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, found online at or at any USDA office, or call (866) to request the form. You may also write a letter containing all of the information requested in the form. Send your completed complaint form or letter to us by mail at U.S. Department of Agriculture, Director, Office of Adjudication, 1400 Independence Avenue, S.W., Washington, D.C , by fax (202) or at program.intake@usda.gov. Individuals who are deaf, hard of hearing

3 or have speech disabilities may contact USDA through the Federal Relay Service at (800) ; or (800) (in Spanish). employer. USDA is an equal opportunity provider and

4 TEFAP Online Reporting Toolkit (Effective January 2018) Beginning in January 2018, TEFAP-eligible agencies will now be able to report their monthly TEFAP data (Remaining inventory & Monthly TEFAP Clients) online via Web Window. Between January to March 2018, agencies may still choose to fill out the monthly TEFAP form if they so choose. However, as of April 2018, updated TEFAP forms will no longer be provided online and agencies may only report monthly data online via Web Windows. 1. Changes to Web Windows TEFAP agencies can now see a new tab on their online account. The Inventory tab will be used exclusively to report monthly TEFAP data. To begin reporting your monthly product data, simply click on this tab. 2. Prior TEFAP Reports are Available to Review Similar to Client Statistics, agencies can review their TEFAP data from prior reporting periods. To begin the new inventory procedure, the data from the December 2017 TEFAP report has already been entered onto your account. To begin reporting TEFAP data, click on the Enter Inventory button on the bottom right. 3. Select Your Reporting Period Don t worry, you won t have to sift through every product you have ordered from MANNA. Only TEFAP products will appear on the reporting screen. To begin, simply select 8 :TEFAP from the drop-down menu. The next eligible month (in the form of a date range) will automatically appear in the date fields. Once you are ready, click on Continue.

5 4. Web Windows Already Knows What You ve Received No more needing to verify your TEFAP invoices. A summary of your monthly TEFAP products will automatically appear in the reporting tool. While you may verify that this information is accurate based on your monthly orders, there is no need to make any updates to the products received. 5. Report Cases & Units (Not Just Units) Tired of having to individually count each item in your inventory? Well you are in luck. Now, agencies can simply input the number of cases remaining plus the number of individual units. If you have already broken down your cases into individual units, then you may report the total units if you wish. 6. Once Completed, Simply Submit Your Data As soon as you have input your month-end TEFAP inventory, just click Submit Inventory and you are all set. The Inventory tool even defaults to a zero-remaining format. So, assuming you have no remaining TEFAP inventory at the end of the month, then just submit it without entering any additional data. Please verify that the ending inventory agrees with your physical inventory.

6 7. Head Over To Enter Statistics In order to make the transition as easy as possible, TEFAP Client Data fields are now available in the Statistics section of Web Windows. When entering client data in Sections E-1 & E-2, these fields should denote TOTAL (TEFAP & Non-TEFAP) Households and Individuals while sections E-3 & E-4 should be used to enter data for TEFAP Families ONLY. Agencies that serve ONLY TEFAP boxes along with products from their pantries would enter identical sets of number in E-1 & E-2 and E-3 & E-4 May Not Be Necessary to Non-Meal Sites New TEFAP Fields

7 Month of April Date Dist Qty Dist Beans, Dark Red Kidney Beans Beans, Green Beans, Pinto Dry Blueberries Wild Frz Corn Whole Kernel Canned Eggs, Liquid Frozen Fig Pieces Fish Alk Plck Fillets Fruit, Mixed Juice, Grape Peanut Butter Pears, Canned Plums, Dried Pork, Canned Turkey Breast Smk Slc Frz. 8 / 3 lb. 24 / 1 lb. 20 / 2 lb. 8 / 64 oz. 12 / 18 oz. 24 / 1 lb. 24 / 24 oz. 20 / 2 lb.

8 Date Dist Qty Dist Date Dist Qty Dist Date Dist Qty Dist

9 Month of May Date Dist Qty Dist Beans, Dark Red Kidney Beans Beans, Green Beans, Pinto Dry Blueberries Wild Frz Corn Whole Kernel Canned Eggs, Liquid Frozen Fig Pieces Fish Alk Plck Fillets Fruit, Mixed Juice, Grape Peanut Butter Pears, Canned Plums, Dried Pork, Canned Turkey Breast Smk Slc Frz. 8 / 3 lb. 24 / 1 lb. 20 / 2 lb. 8 / 64 oz. 12 / 18 oz. 24 / 1 lb. 24 / 24 oz. 20 / 2 lb.

10 Date Dist Qty Dist Date Dist Qty Dist Date Dist Qty Dist

11 Month of June Date Dist Qty Dist Beans, Dark Red Kidney Beans Beans, Green Beans, Pinto Dry Blueberries Wild Frz Corn Whole Kernel Canned Eggs, Liquid Frozen Fig Pieces Fish Alk Plck Fillets Fruit, Mixed Juice, Grape Peanut Butter Pears, Canned Plums, Dried Pork, Canned Turkey Breast Smk Slc Frz. 8 / 3 lb. 24 / 1 lb. 20 / 2 lb. 8 / 64 oz. 12 / 18 oz. 24 / 1 lb. 24 / 24 oz. 20 / 2 lb.

12 Date Dist Qty Dist Date Dist Qty Dist Date Dist Qty Dist